Personal Assistant to the Head of Middle School in Melbourne

The Personal Assistant to the Head of Middle School (MS) is responsible for providing secretarial support and diary management. The Personal Assistant to the Head of MS is also responsible for overseeing the efficient management of the reception and general administration duties of the MS office.

Your duties will include but are not limited to:

• Manage diary and appointments
• Management of e-mails for the Head of MS and position specific queries
• Prepare correspondence for Head of MS
• Prioritise issues or meetings with students, parents or staff and delegate to other staff members if appropriate
• Screen telephone calls and enquiries to the Head of MS and redirect where appropriate
• Co-ordinate student involvement in various events and activities
• Process new enrolments in consultation with the Admissions Office and the Head of School
• Closely monitor student enrolment information from myMLC and Admissions and coordinate communication of this information to relevant staff (e.g. Head, Curriculum Administrator, Student Coordinators, Home Group teachers)
• Prepare enrolment packages for new student interviews with the Head of MS
• Coordinate the distribution of subject selection forms, Maths testing, language forms, handbooks, orientation and other relevant information to new students and when required for enrolments throughout the year
• Liaise with the Deputy Head of MS, MS Curriculum Administrator and the Timetabling office regarding any changes
• Assist with the coordination of new student orientation days
• Communicate closely with Admissions on a regular basis
• Provide secretarial support as and when required
• Take and distribute minutes of meetings (e.g. MS Executive)
• Submit articles for various publications/newsletters
• Record procedures under Task Documentation and continually update workflow documentation for all aspects of the MS Office
• Update MS events and information for Student and Staff Planner (Diary) for the following year
• Undertaking other duties as reasonably required to support the objectives of the department and the College

About You:

• Relevant qualifications, certifications, or experience
• Excellent interpersonal and communication skills
• Effective organisational and time management skills
• Acts professionally and maintains appropriate confidentiality
• Ability to work independently and collaboratively in a dynamic environment
• Proficiency in relevant digital tools and administrative systems
• Appropriate qualification and demonstrated expertise in relevant technical areas
• Current Working with Children's Check (WWCC) Employee registration
• Current First Aid - Level 2 (HLTAID011), CPR (HLTAID009), Anaphylaxis (22578VIC) and Asthma (22702VIC) certifications, maintained in accordance with required renewal periods (CPR annually; others every three years)
• Commitment to professional growth and reflective practice
• Alignment with MLC's values and policies
• Right to work in Australia
• Adherence to all College policies and demonstration of behaviours in accordance with the Victorian Child Safe Standards

For other enquiries, please contact recruitment@mlc.vic.edu.au. MLC puts child safety at the forefront and is committed to providing a child safe environment. The safety of our students is paramount and is the responsibility of all of our staff.